Crafting Messages for

Electronic Media

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 1

Media for Brief Messages

Memos and
Memos and Letters
Letters

E-mail Messages
E-mail Messages

Instant Messages
Instant Messages

Blogs and
Blogs and Podcasts
Podcasts

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 2

 Memos and Letters

Make
Make aa Formal
Formal Accompany
Accompany
Impression
Impression Physical
Physical Materials
Materials

Stand
Stand Out
Out Follow
Follow Legal
Legal
From
From E-Messages
E-Messages Requirements
Requirements

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 3

 Workplace Considerations

Legal Issues

Confidential Information

Network Security

E-Mail Hygiene
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 4
Three-Step E-Mail Process

Planning
Planning

Writing
Writing

Completing
Completing

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 5

 Planning E-Mail Messages

Practice
Practice E-mail
E-mail
Etiquette
Etiquette

Send
SendNecessary
Necessary Respect
Respectthe
the Avoid
AvoidUnnecessary
Unnecessary
Messages
Messages Chain
ChainofofCommand
Command Copies
Copies

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 6

 E-Mail in the Workplace

Observe Writing Rules

Aim for High Quality

Enhance Your Career

Avoid Legal Problems

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 7
Writing E-Mail Messages

Effective
Effective
Subject
Subject Lines
Lines

Appropriate
Appropriate
Content
Content

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 8

Completing E-Mail Messages

Revision
Revision Production
Production

Proofreading
Proofreading Personalization
Personalization Distribution
Distribution

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 9

Instant and Text Messaging

Computer-Based Telephone-Based
Technology Technology

••Routine
RoutineCommunication
Communication ••Person-to-Person
Person-to-PersonContact
Contact
••Online
OnlineMeeting
MeetingExchanges
Exchanges ••Marketing
MarketingMessages
Messages
••Internal
InternalCommunication
Communication ••Entertainment
EntertainmentUses
Uses

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 10

 Business IM Benefits

Rapid
Rapid Reduced
Reduced
Response
Response Costs
Costs

Conversation
Conversation Wide
Wide
Aspects
Aspects Availability
Availability

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 11

 Business IM Concerns

Technical
Technical Issues
Issues

Security
Security User
User Message
Message Incompatible
Incompatible
and
andPrivacy
Privacy Identification
Identification Logging
Logging Systems
Systems

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 12

 Three-Step IM Process
Planning Writing Completing

Conversational Tone Acronyms Revise

Overall Exchange Etiquette Proofread

Coherence Professionalism Transmit

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 13

 Effective Workplace IM

Schedule
Schedule Protect
Protect Avoid
AvoidPersonal
Personal
Usage
Usage Confidentiality
Confidentiality Messages
Messages

Limit
LimitImpromptu
Impromptu Send
SendSimple
Simple Avoid
AvoidMultiple
Multiple Maintain
Maintain
Meetings
Meetings Messages
Messages Conversations
Conversations “SPIM”
“SPIM”Filters
Filters

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 14

 Effective Business Blogs

Personal
Personal Quick
Quick Interesting
Interesting Participation
Participation
Style
Style&&Voice
Voice Up-Dates
Up-Dates Topics
Topics &&Comments
Comments

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 15

 Using Blogs in Business

•Project Management •Employee Recruiting

•Intranet Replacements •Policies and Issues
•Company News •Crisis Communication
•Customer Support •Market Research
•Public Relations •Brainstorming
•Media Relations •Viral Marketing
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 16
Three-Step Blog Process
Planning Writing Completing

Audience Content Evaluate

Purpose Style Proofread

Scope Information Post

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 17

Using Podcasts in Business

Audio-Video

Training Sessions

Product Brochures

Virtual Tours
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 18
Three-Step Podcast Process

Planning Writing Completing

Situation Previews/Reviews Revise

Information Transitions Rehearse

Organization Scripts/Outlines Record

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 19

 The Podcasting System

Basic Options Advanced Options

PC Microphone Audio Processor

PC Sound Card Mixer & Microphone

PC Software Advanced Software

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 20

 Distributing Blog and
Podcast Content

Syndication Aggregators Podcatchers

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 21

Connecting with Audiences
Feed Capabilities

Directories

Tagging

Blogrolls

Trackbacks

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 7 - 22